Minutes of the Gardnerville Ranchos General Improvement District Board of Trustees meeting held Wednesday April 4, 2018 at 6:00 p.m. @ 931 Mitch Drive, Gardnerville, NV 89460
Pledge of Allegiance: Led by Brad Newlon
Trustees Present: Jeff James, David James, Brad Newlon and Leann Teter. Bob McDowell was not present.
Also Present: Mike Bennett, Mike Rowe, Greg Reed, Beth Cook and the public.
Public Comment: None
Approval of the Agenda: Jeff James motioned to approve the agenda. Dave James seconded the motion. All ayes. Agenda approved.
Public Comment: None
Approval of the Minutes: Brad Newlon motioned to approve the minutes of the March 7, 2018. Dave James seconded the motion. All ayes. Minutes approved.
Public Comment: None
REPORTS
District Engineer: Michael Bennett of Lumos and Associates reviewed the tracking schedule for April 2018.
District Counsel: Mike stated that there are various items on the agenda that he will be commenting on. Mike summarized the recent opinion that was issued by the Nevada Supreme Court. This was an appeal from the District Court regarding the denial of a public records request by the Comstock Residents Association and Joe McCarthy who have been opposed to the Comstock Mining activities around Gold Hill. The court reversed the District Courts decision. They found that an individual public board member is a public entity. They remanded the matter back to the District Court in Lyon County for findings on whether or not the requested emails and phone records on the commissioners individual accounts were public records in the provision of public services. The court then granted the county the right to oppose those requests, but they have to do it with convincing evidence. Mike pointed out that this could mean if the District’s board members are conducting GRGID business on their private email or cellphones, those records could be subject to production if you were to be subpoenaed by the court. Mike also stated that the Federal District Court upheld the County’s denial of the special use permit for the Great Life Church on Dresslerville and Long Valley.
District Manager: Greg Reed reviewed the Manager’s Report with the board. He also stated that there has been another request for a small development of 10 homes next to Suncrest.
- Possible action on the presentation from a representative of Rancho Sierra LLC for the new development at the southern end of Tillman Lane.
Ken Dorr and Susan Pansky of Dorr Consulting LLC were present to discuss their proposal. They provided maps that detail the proposed layout of the project. This is an 80 acre parcel with a proposed total of 353 residential lots. Tillman Lane will be the primary access with secondary access being Heritage Lane leading out to Dressler and highway 88. The project would be parceled off in 6 phases with more than one builder. David James inquired about the proposed time frame. Phase 1A and 1B are estimated to be completed no later than the year 2022. Phase 3 is expected to be complete no later than 2028, and the following phases completed by 2030. Brad Newlon asked what the square footage of the homes would be. Susan stated that single family homes would be 1340 – 1800 square feet and two story homes would be 2600 square feet. He was also concerned who would be responsible for Heritage Rd while it was gravel. Susan stated the builder would be responsible for maintaining it. David James asked Mike Bennett if a new well would be drilled for water for this development. Mike replied that a well is not proposed, but Phase 3 will need additional storage. Greg stated that staff has not had an opportunity to review all the items on this proposal.
David James motioned to approve to the plan subject to review by staff. Jeff James seconded the motion. All ayes. Motion passed.
Public Comment: John Sheridan of James Rd. asked Mike Bennett about storage required by Phase 3. Greg stated that there is space around the big tank and an additional tank could be put there.
- Possible action to authorize the District Manager to deliver a written request to MGSD to initiate negotiations regarding a replacement agreement for the 1974 agreement and 1990 supplement to that agreement.
Greg Reed attached a draft letter that he would like to deliver to MGSD regarding renegotiating the contract the District has with them. Renegotiation was recommended at last year’s mediation by the mediator but MGSD refused to renegotiate. Greg would welcome any recommended comments or changes to the letter by the Board. Mike Rowe explained that the agreement is completely outdated. This draft is a first step in communicating with MGSD regarding this matter and the District will see where it goes. This is all voluntary, and if it is rejected by MGSD, staff will come up with another option and present it to the Board.
Jeff James motioned to authorize the District Manager to deliver a written request to MGSD to initiate negotiations regarding a replacement agreement for the 1974 agreement and 1990 supplement to that agreement. Brad Newlon seconded the motion. All ayes. Motion passed.
Public Comment: None
- Possible action to adopt Resolution 18-03 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations.
Greg Reed explained that Resolution 18-03 would change the way checks are overseen. This Resolution will allow Trustees to see a summary of every check that is written by the District, the purpose of the check, and allow the Trustees to verify the check information against the statement from the bank. All checks that are written will still require two signatures. Mike Rowe commented this will be an additional item on the agenda as Check Summary.
David James motioned to adopt Resolution 180-03 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations. Jeff James seconded the motion. All ayes. Motion passed.
Public Comment: None
- Possible action to adopt Resolution 18-04 to modify the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations.
Greg Reed explained that this Resolution will change the order of business for the Board so that an individual that had a specific item on the agenda would not have to sit through a portion of the meeting that didn’t concern them. Mike Rowe stated that although the action sheet doesn’t reflect the check summary as an item on the agenda, the Resolution does.
David James motioned to adopt Resolution 18-04 modifying the Gardnerville Ranchos General Improvement District Board of Trustees Rules and Regulations. Brad Newlon seconded the motion. All ayes. Motion passed.
Public Comment: None.
- Possible action regarding the District’s tentative budget for fiscal year 2018-2019.
Greg Reed reviewed the tentative budget for fiscal year 2018-2019 with the Board. This budget includes funding for Well 4, road maintenance, increases in salary, sewer main rehabilitation, the bathroom at the Recreation Complex and installation of the high speed radio tower project.
David James motioned to adopt fiscal year 2018-2019 tentative budget. 3 ayes. Jeff James had to step out to answer a medical call. Motion passed.
Public Comment: None.
- Possible action to authorize the District Manager to pursue installation of a sign/signs at the Robert Spellberg Recreation Complex.
Greg Reed included a rendition of the sign design in the packet. The sign was reduced in size and is similar to the size of the signs located at the entrance to the Ranchos at Kimmerling, Dresslerville and Riverview. The signs will be installed by staff. Brad Newlon would like Greg to explore other bids. He is also concerned with vandalism. David James is comfortable with one sign.
Brad Newlon motioned to table the item to a future meeting when Greg has more information. Leann Teter seconded the motion. 3 ayes. Motion passed.
Public Comment: John Sheridan stated the District possibly purchase less expensive or not so elaborate signs for the Complex.
- Possible action to authorize the District Manager to enter into a contract with Pontifex Consultants, LLC to conduct a wage and salary study at a cost not to exceed $2000.
Greg Reed stated that the last wage and salary study was done in 2006. Pontifex has done surveys for a number of local Counties. This would give the District a 3rd party independent review of job descriptions and wages. David James stated that there is an advantage to using a firm that has worked in the area. He feels the price is reasonable. Brad Newlon would rather see this study done in house by making comparisons with other GID’s and not spend the money. Leann Teter agreed with Brad. David James replied that even if the study comes back stating the District is doing a good job, it is a validation to the employees.
David James motioned to authorize the District Manager to enter into a contract with Pontifex Consultants, LLC to conduct a wage and salary study at a cost not to exceed $2000.00. Leann Teter seconded the motion. 2 ayes. Brad Newlon, nay. Motion passed.
Public Comment: John Sheridan feels that this survey could boost morale for the employees within the District.
- Possible action to approve the proposed changes to Appendix E of the District Policies and Procedure Manual, Procedures for Annexation.
Greg Reed explained that this change provides clarification of the definition of sufficient quality and quantity of water prior to annexation.
Brad Newlon motioned to approve the proposed changes to Appendix E of the District Policies and Procedures Manual, Procedures for Annexation. David James seconded the motion. 3 ayes. Motion passed.
Public Comment: None
- Possible action to authorize District Staff to write off $20.00 in debt as uncollectable.
Documents were included in the packet reviewing details of an uncollectible debt. The District has not written off a debt as uncollectable since 2009.
David James motioned to authorize District Staff to write off $20.00 in debt as uncollectable. Brad Newlon seconded the motion. All ayes. Motion passed.
Public Comment: None.
OLD BUSINESS
David James would like an update with Well 4. Mike Bennet replied that it is planned to go out to bid in either August or September with an intent to start abandoning the existing well and drilling a new well by the end of October. There is already an easement in place for the test well and Mike Rowe has documents signed saying they would allow an easement for the production well.
Greg stated that the easement agreement hasn’t been finalized with the homeowner yet because the design has not been finalized. The homeowner is aware that the District is going to change the location of the building.
CONSENT CALENDAR
Brad Newlon motioned to approve the consent calendar. David James seconded the motion. All ayes. Motion passed.
Public Comment: None.
REPORTS
Leann Teter stated that she will not be able to attend the League of Cities meeting on Monday. Greg plans on attending.
ADJOURNMENT
David James motioned to adjourn the meeting. Brad Newlon seconded the motion. All ayes. Meeting adjourned at 7:30 P.M.
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Beth Cook, Acting Secretary
